Audit, Documents, and Evidence
Keep documents ready before evidence is needed.
Documents support staff checks, client records, site operations, organisation evidence, expiry visibility, and Audit Centre preparation.
Before you begin
Before uploading documents, make sure you have the right owner record, category and dates ready so every file lands in the correct place and stays audit-ready.
- Created the relevant Staff, Client, Site or Organisation record.
- Confirmed which document category the file belongs to.
- Checked whether the document requires an issue date or expiry date.
- Prepared the document file ready for upload.
Recommended setup order
For the best experience, we recommend uploading documents in the following order.
1 Select the correct owner
Decide where the document belongs before uploading it. Documents can be linked to:
- Staff
- Participants (Clients)
- Sites
- Organisation
Attaching documents to the correct owner ensures they are available within the relevant workflows, including rostering, compliance, billing and audit preparation.
2 Choose the document type
Select the appropriate document category.
Document types help organise your records, support compliance requirements and determine whether expiry tracking is required.
3 Add issue & expiry dates
Where applicable, enter the document's:
- Issue date
- Expiry date
Recording expiry dates enables BondiByte to monitor document validity and provide reminders before renewals are due.
4 Upload the file
Upload the document to complete the record.
Once uploaded, the document is securely stored and linked to its associated Staff, Client, Site or Organisation record.
5 Review document status
After uploading, review the document status and any expiry indicators.
BondiByte highlights documents approaching expiry or records that require attention, helping your organisation stay compliant.
6 Prepare for audits
When preparing for an audit, use your uploaded documents as supporting evidence.
Because documents are already linked to the correct records, they can be easily located and included in audit workflows, reducing preparation time and improving audit readiness.
Understanding document fields
Owner Type
The record the document belongs to: Staff, Client, Site or Organisation. Selecting the correct owner ensures the document is available where it's needed throughout the platform.
Document Type
The category assigned to the document. Document types help organise records, support compliance requirements and manage expiry tracking.
Issue Date
The date the document became valid or was issued. This provides additional context and assists with record keeping.
Expiry Date
The date the document expires. Where applicable, BondiByte uses this date to trigger automatic reminders and highlight documents requiring renewal.
Evidence Readiness
Documents that have been uploaded, categorised correctly and remain current contribute to your organisation's audit readiness and can be easily included in audit evidence.
Best practice
- Always attach documents to the correct Staff, Client, Site or Organisation record.
- Record expiry dates for qualifications, licences, certifications and other renewal-based documents.
- Review document status regularly to identify items requiring renewal.
- Keep organisational policies and participant documentation current.
- Review required documents before beginning an audit or compliance review.
Common mistakes to avoid
- Uploading documents against the wrong owner record.
- Leaving expiry dates blank for documents that require renewal tracking.
- Using incorrect document categories, making records harder to locate later.
- Assuming uploading a document automatically makes it audit-ready without confirming it is complete and current.
- Waiting until an audit is scheduled before reviewing document compliance.
What to do next
Related guides
Staff
Set up staff profiles, account links, UPN/contact details, capabilities, site links, availability, documents, and Staff Portal readiness.
Core SetupClients
Set up client profiles, NDIS number, contacts, representatives, emergency contacts, plan management, linked site, and billing context.
Audit, Documents, and EvidenceAudit Centre
Prepare audit sessions, evidence upload, evidence groups, release evidence, auditor invites, requests, access logs, access end dates, and document readiness.
Need help applying this setup path?
Book a BondiByte demo and we can walk through the right setup order for your provider.